PandaDoc Rooms: Quick Overview & Alternative Solutions for 2025

PandaDoc has recently introduced their Rooms feature, aiming to simplify how sales teams manage and share content with stakeholders. In this comprehensive overview, we'll explore what PandaDoc Rooms offers, its pricing structure, limitations, and how it compares to modern data room solutions like Peony.

PandaDoc Rooms Explained

PandaDoc Rooms is a new feature in the PandaDoc platform that provides a user-friendly hub designed to help sales teams close more deals and shorten deal cycles. It offers improved document sharing, stakeholder management, and enhanced communication with prospects and buyers.

The platform serves as a centralized workspace where sales teams can organize their content, collaborate with team members, and track engagement with potential clients. However, for teams requiring advanced security features and detailed analytics, alternatives like Peony offer more comprehensive solutions.

Key Features of PandaDoc Rooms

Sales Content Organization

PandaDoc Rooms provides a centralized hub for all your sales materials, making it easy to store, organize, and access content when you need it. Teams can not only upload existing materials but also create new content directly within the room using a variety of interactive elements. The platform offers a rich editor with blocks and fields such as:

• Dynamic form fields and text blocks
• Signature and date fields
• Tables and pricing calculators
• Video embeds and multimedia content
• Interactive checklists and questionnaires

The organized storage system allows for quick retrieval of materials, while the intuitive interface ensures stakeholders can easily navigate through available resources. This combination of content creation and management tools makes it simple to build and maintain a comprehensive sales content library.

Collaboration Tools

Team collaboration is streamlined through built-in tools that enable sales teams to work together effectively. Sales representatives can create and refine pitches collaboratively, track document interactions in real-time, and maintain clear communication channels with stakeholders. Key collaboration features include:

• Real-time document editing and version control
• Team messaging and feedback tools
• Action plan functionality for assigning and tracking tasks
• Set up specific tasks for collaborators (e.g., "review and sign contract")
• Create meeting scheduling requests
• Track task completion status
• Coordinate team activities within the data room

Security and Access Control

Security is a core component of PandaDoc Rooms, with robust features to protect sensitive sales materials. Administrators can:

• Set granular permission levels for different user groups
• Monitor document access and activity in real-time
• Implement custom security policies

However, for teams requiring enterprise-grade security with advanced features like dynamic watermarks and screenshot protection, Peony offers more comprehensive security options.

How to Use PandaDoc Rooms

Setting up your room:

• Create a new room from your PandaDoc dashboard
• Choose a template or start from scratch
• Configure basic settings and permissions

Organizing content:

• Upload your sales materials to the platform
• Create logical folder structures
• Tag and categorize content for easy retrieval

Managing access:

• Invite team members and stakeholders
• Set appropriate permission levels
• Configure viewing and editing rights

Tracking engagement:

• Monitor document interactions
• Review access logs
• Generate activity reports

PandaDoc Rooms Pricing and Availability

PandaDoc Rooms is available for:

• Business accounts
• Enterprise accounts
• Limited to 3 Rooms on Business plan
• Unlimited Rooms on Enterprise plan

Note: For the most up-to-date pricing information, please visit the official PandaDoc website as prices and plans may change over time.

For a detailed breakdown of all PandaDoc pricing plans, check out our PandaDoc pricing review.

Limitations of PandaDoc Rooms

While PandaDoc Rooms offers useful features for sales teams, it has several limitations:

• Limited to Business and Enterprise accounts
• Restricted number of rooms on Business plan
• No self-hosting option
• Limited customization compared to dedicated data room solutions
• Basic analytics compared to advanced tracking solutions
• No dynamic watermarking for document protection
• Limited white-labeling options

Why Consider Peony Data Rooms as an Alternative?

Peony offers a comprehensive virtual data room solution with robust security features designed for sensitive document sharing. The platform includes advanced features that go beyond what PandaDoc Rooms provides:

Superior Security Features:

• Dynamic watermarking that automatically adds viewer information to documents
• Screenshot protection to prevent unauthorized captures
• Password protection for controlled access
• Comprehensive security policies and permissions

Advanced Analytics:

• Page-by-page engagement tracking
• Detailed viewer behavior analytics
• Time spent on each document section
• Real-time activity monitoring

Professional Presentation:

• Custom branding and white-labeling options
• Clean, investor-friendly interface
• Mobile-optimized experience
• Custom domain support

Cost-Effective Pricing:

• Simple $40/month per user pricing
• No hidden fees or per-document charges
• Unlimited storage and viewers
• All features included in base plan

Enterprise-Grade Features:

• API access for custom integrations
• Advanced permission controls
• Audit trails and compliance reporting
• Enterprise support and onboarding

Feature Comparison: PandaDoc Rooms vs Peony Data Rooms

Real-World Success Stories

Founder testimonials:

• "Peony is the best way to share files. Period. It's way more professional than Google Drive links or email attachments. It also lets me see if my recipients have opened my files and for how long" - Rango Ramesh, Founder & CEO, HeySimulate (Techstars)

• "Peony is by far the simplest and most intuitive way to populate and share data rooms/materials with investors and partners. All the key analytics and features integrated into a sleek interface!" - Mark Petrov, Loop, Head of Financials

• "Peony is easily the best form factor for sharing client facing material. It lets us stand out by embedding custom booking and website links into secure deck shares" - Robi Lin, Founder & CEO, Sepal AI (YC S24)

Conclusion

PandaDoc Rooms provides a comprehensive solution for sales teams within the PandaDoc ecosystem, particularly for organizations already using PandaDoc for document creation and e-signatures. However, for organizations seeking advanced security features, detailed analytics, and professional presentation capabilities, Peony offers a superior alternative with features like dynamic watermarking, page-level engagement tracking, and comprehensive security controls.

The choice between PandaDoc Rooms and Peony depends on your specific needs:

Choose PandaDoc Rooms if:

• You're already heavily invested in the PandaDoc ecosystem
• You need integrated e-signature capabilities
• Basic document sharing and collaboration meets your requirements

Choose Peony if:

• You need advanced security and analytics features
• You want professional, investor-ready presentation
• You require detailed engagement tracking
• You need cost-effective, transparent pricing
• You want enterprise-grade security without enterprise complexity

To learn more about PandaDoc's features and alternatives, check out our other articles:

• PandaDoc Bulk Send Overview
• PandaDoc Pricing Review

Start your secure data room with Peony today and experience the difference professional document sharing makes.